UK PonyCon 2026 Stalls Policy
This document is the statement of general policy and arrangements for UK PonyCon 2026 taking place jointly across The Venue@DMU and Queen Elizabeth II Diamond Jubilee Leisure Centre in Leicester from Friday 30th October to Sunday 1st November 2026. It also acts as an agreement between Stallholders and UK PonyCon.
The term “vendor” may be used to refer to a “stallholder” and/or their “stall” and should be treated the same.
This policy was last updated on 28th February 2026. It may be updated from time to time.
Applications
You can apply to vend at our event by filling in our online application form. Please note that submission of an application does not guarantee being accepted to vend at our event.
During application, you must describe the type of products you will sell. False declaration may result in your application being declined, or your expulsion at the event. We do this to ensure a variety of stalls for attendees, and to comply with the terms of our market rights licence.
You must agree to the following policies:
That you are aged 18 years or over at the time of applying
If allowed to vendor at UK PonyCon 2026, you have or will obtain public liability insurance with a minimum insured amount of £1m and provide evidence of this prior to the convention.
The significant majority (at a minimum 75%) of your stall must comprise items that are My Little Pony themed or inspired. We are a My Little Pony fan convention after all. If you are selling other items, they must be of a type and theme relevant to the interests of our attendees, and suitable for all ages.
We offer multiple types of stalls. You can list your preferences on the application form. The only type of stall available as Saturday-only or Sunday-only is the “single width stall” - all other types are for the weekend.
Single Width Stall — £100 — Weekend, Saturday-only (£65), or Sunday-only (£55) — Maximum one stall helper ticket
Single Width Double Depth Stall — £140 — Weekend only — Maximum one stall helper ticket
Double Width Stall — £150 — Weekend only — Maximum three stall helper tickets
Single Width Stall with Space — £150 — Weekend only — Maximum three stall helper tickets
Double Width Double Depth Stall — £200 — Weekend only — Maximum three stall helper tickets
We will be opening stall applications for a fixed time period, and then considering these applications after applications close. Applications received within this period are considered equal and are not on a first-come first-served basis, so you do not need to rush to submit your application the day that they open. If we have capacity remaining, we will open for more applications on a first-come first-served basis to fill the remaining space.
Payment for successful applicants is required by 31st July 2026, unless otherwise agreed. The acceptance email will provide instructions to pay and secure your stall through our online store at https://www.ukponycon.co.uk. You will require a PayPal account or a credit or debit card. If we do not receive payment within the agreed time period, we will consider your application void. If you need extra time to pay, please contact us to agree to an extension.
In the summer, we will contact you to collect details about your stall to advertise it on our website, social media and con book. If we don’t hear from you, your stall’s listing will be minimal and won’t attract as much attention.
Approximately one month before the convention, we will email you with a stallholder information pack and ask you to tell us when you plan to arrive.
Stall Helpers
Stall helper tickets are intended for those assisting you on your stall. There is a limit of one stall helper ticket for “Single Width Stall” and “Single Width Double Depth Stall” stall types and a limit of three stall helper tickets for all others. Stall helper tickets are available to buy on our website after your application is accepted, at the same time as buying the stall or at a future date. Stall helper tickets are not valid on days your stall is not trading. The price shall be £60 per person for a weekend ticket, £30 per person for a Saturday-only stall, and £30 per person for a Sunday-only stall.
Allocation of Space
All reasonable effort will be made to allocate stallholders the space they request, but no guarantee will be given, nor should it be assumed that any position chosen will be allocated.
We make no guarantees about floor space in front of, behind, or adjacent to the table(s) for use in connection with your stall, such as displaying or storing stock. Aisles in front of and behind stalls must be kept free from obstructions at all times to enable safe access for attendees and stallholders alike. If a stallholder requires extra space for their stall, they must choose the appropriate stall size and pay the appropriate fee. Accessibility requirements are considered separately and we will gladly work with stallholders to understand and accommodate any personal accessibility needs, such as proximity to bathrooms or wheelchair access behind the table - please let us know during the application process, so that we can consider this when allocating stalls within the hall.
We may need to amend the layout of the stalls area to comply with health and safety rules. This may happen at short notice or after we distribute a floor plan. If we need to amend the layout, we will make best efforts to allocate you a space of an equivalent type, however we cannot guarantee to do so.
All tables measure 1.83m wide by 0.73m deep by approximately 0.76m tall.
Registration
Before setting up your stall, you must register and obtain your passes from the Stalls Help Desk at the sports hall entrance (use the clearly signposted fire exit as the main entrance). Do NOT use the main leisure centre entrance. Please be prepared to show your email confirmation with order number on paper or mobile device and ID (for example passport or photocard driving licence) when you arrive at the registration desk.
Dates and Times
Friday 30th October 2026
16:00 - 21:00: Setup.
For weekend and Saturday-only stalls only - not Sunday-only stalls
If you want to set up on Friday evening, your insurance must include Friday 30th October 2026. If your insurance only begins from Saturday 31st October 2026, we cannot allow you on-site until Saturday.
Saturday 31st October 2026
06:45 - 10:00: Setup
10:00 - 18:00: Stalls area open for trading
18:00 - 19:00: Saturday-only stalls breakdown and load out
Sunday 1st November 2026
08:45 - 10:00: Setup
10:00 - 17:00: Stalls area open for trading
17:00 - 20:00: Stalls area closed for breakdown and load out
Setting up and Take Down
The Venue@DMU has a small private car park which will be used for loading and unloading. This is adjacent to the Queen Elizabeth II Diamond Jubilee Leisure Centre for the stalls hall. Stallholders who wish to arrive by vehicle must book a time slot in advance so that demand for the limited number of spaces can be managed. These slots will be time-limited and you must move your vehicle out of the car park as soon as loading or unloading is complete to allow other stallholders access. You may then return on foot to continue setting up your stall. Further details, including how to book a slot, will be provided in the stallholder information pack. Failure to follow the vehicle booking and time restrictions may result in delays to your setup.
Unfortunately we cannot provide trolleys or people to aid moving your items between your vehicle and the venue. We recommend you plan ahead and consider bringing your own small folding trolley or similar.
Stalls must be ready for trading before the opening. Packing up should not begin before the stalls area closes for the regular attendees. Stallholders selling out before the end of the event should remain at the event until it closes as it has a detrimental effect on the overall look of the stalls area and increases the safety risk to attendees (treat this time as an opportunity to promote your business and make/establish connections with other stallholders).
Please put all rubbish in the bag provided and leave it tied up on top of your vacated stall table at the end of your time with us.
Remember to take all your personal items with you – please check thoroughly! UK PonyCon can not guarantee to be able to locate your lost property or get it back to you. If UK PonyCon locates your lost property after you have left, you will be responsible for the costs of reuniting it with you.
Please ensure that you report any damage to items we have provided to a member of UK PonyCon staff as soon as it happens, and before you leave.
Electricity
Electricity is not provided as part of a stall and the majority of stalls will not have access to a mains power supply. A small number of electrical outlets may exist within the sports hall; however, these must not be used unless you have received prior permission from UK PonyCon. Any stallholder who is exceptionally authorised to use a socket must only use the specific outlet indicated to them by UK PonyCon or venue staff. All electrical equipment and extension leads used on site must have a current PAT test pass sticker and must be safe and suitable for the intended use. UK PonyCon reserves the right to withdraw permission to use the sockets at any time if it is considered unsafe, causes disruption, or is required for operational reasons.
We recommend that if you plan to use your mobile phone/card reader for taking payments that you bring a portable charger. A good portable charger can charge a phone/tablet and card reader for at least a 9am to 6pm day, if not all weekend.
Wifi
The venue has restricted wifi and is in the middle of the city centre with excellent mobile coverage. Note that many wifi card machines cannot connect to public wifi networks for security reasons, and if you use a wifi card machine, you should plan to hotspot from your mobile phone.
Selling restrictions
The significant majority (at a minimum 75%) of your stall must comprise items that are My Little Pony themed or inspired. We are a My Little Pony Fan convention after all. If you are selling other items, they must be of a type and theme relevant to the interests of our attendees, and suitable for all ages.
You must not sell, offer for sale, distribute or advertise any of the following types of items:
Any item illegal to sell in the UK – this will result in immediate eviction from the event and the police will be called.
Any item of an offensive, violent, explicit, sexual, adult or distasteful nature or depicting bad language. This includes Dakis - no Dakis please. Dakis are also known as dakimakura or body pillows. We don’t want to judge every stall’s Dakis on a dodgy/non dodgy basis - hence NO DAKIS.
Food or drink, which encompasses anything edible. This includes handing out free sweets
Any item which could cause damage to the venue, especially liquids which could stain.
Any form of gambling, for example but not limited to games of chance, raffles, lotteries or lucky dips. Mystery bags/blind bags are allowed if they are compliant with relevant UK law.
Any item in contravention of our anti-harassment policies.
Actual, deactivated, realistic imitation or toy firearms
Airsoft, BB, dart-blaster (e.g. Nerf) or paintball guns or ammunition for these items.
Bladed articles, including pocket knives and multitools with a blade
Laser pointers
Decisions on if an item is suitable are at the sole discretion of the UK PonyCon committee. You will be required to leave the site if you do not comply with the above. No refunds will be given.
Subletting
Stallholders are not permitted to sublet or share any part of their allocated site after applying.
If you are jointly applying for a stall, you will be considered jointly responsible for the stall. Your application must make it clear who is involved and what you will be selling. You must nominate one person to be the lead, who will submit the application, and if accepted, pay, respond to any emails from us (e.g. marketing information, requests for informaton), arrange one insurance policy covering both of you, and be responsible in the event of any incidents.
Insurance
The Stallholder must maintain Public Liability Insurance with a reputable insurer throughout the event against their liability to third parties with a minimum limit of £1,000,000. Stallholders must provide evidence of cover to UK PonyCon in advance of the event. Stallholders will not be permitted to set up and no refund will be issued if valid insurance evidence has not been provided in advance.
Liability
UK PonyCon, its staff, and representatives shall not be liable for any loss, theft, damage or injury to persons or property on the site. The stallholder will assume full responsibility for any third party claim arising from his/her own exhibit or conduct.
Rules and Policies
Please note that all stallholders, as well as any stall helpers, are bound to the rules as agreed to on application: https://ukponycon.co.uk/vendor-policy & https://www.ukponycon.co.uk/rules
Anyone found breaking any of our rules, or acting in a manner deemed unacceptable or unsafe will be asked to pack up their stall and leave the premises immediately and no refunds or compensation will be given in these circumstances.
Only items included by the stallholder on the application form can be exhibited or sold. UK PonyCon aims to provide a good mix of exhibits. UK PonyCon reserves the right to decline or prohibit any activity, at any time, which in its opinion is not suitable or is undignified or otherwise objectionable or incompatible with the aims of the event. The reservation includes persons, items, decorations, conduct, printed matter, souvenirs, catalogues and all other tangibles or intangibles not herein defined which may, in the sole opinion of UK PonyCon, affect the character and/or nature of the event. UK PonyCon reserves the absolute right to remove or require removal of such displays, stands or persons from the event site.
Security
You are responsible for the security of your stall and neither UK PonyCon nor the venue shall be held responsible for any losses, theft or damage occurring to your stall, stock or your personal property during the event or left at the venue overnight. Your stall and items are not covered by UK PonyCon’s insurance.
We recommend that you ensure that your stall is attended, or looked after by a trusted person, at all times and pay special attention to securing any cash or valuable items. If you leave your stall unattended please make sure to take your cash with you.
Please note that the stalls area at UK PonyCon 2026 is located in a sports hall at the Queen Elizabeth II Diamond Jubilee Leisure Centre, and we do not have exclusive use of the entire leisure centre. Once stalls are closed, this area will be closed off and monitored. However all items left unattended at any time are done so at their owner’s risk from theft or damage.
Safety
You must ensure that any structures you erect on your stall for displays are secure from falling over and do not have sharp edges or protrusions that may cause injury.
You must not affix anything to the walls, ceiling or floor of the venue, unless authorised to do so by UK PonyCon.
You must not lean anything against the walls or move any barriers or furniture at any time. Please ask a member of the UK PonyCon or venue staff if you need help.
Items may be placed on the floor under your table, provided a safe aisle width is maintained at all points and there is no trip hazard. Roller banners, if used, must be placed behind your stall and not obstruct access for other stallholders.
Trip hazards (e.g. bag straps, long items or anything that sticks out into the aisle) must be removed.
UK PonyCon reserves the right to request you to remove or relocate items deemed to be a potential safety hazard.
All electrical appliances and extension leads must have a PAT test pass sticker. If your item does not have one, please ask at the UK PonyCon information desk for your item to be tested.
Only use the sockets indicated to you by a member of UK PonyCon or venue staff, and if authorised to do so.
You must unplug and cease using an electrical appliance (mains powered or battery) if instructed to do so by a member of UK PonyCon or venue staff.
Electrical appliances that are disruptive (for example through excessive noise, lights or vibration) are not permitted. Electrical appliances that are designed to produce heat (such as irons or radiators) or used for the storage or preparation of food or drinks (such as fridges, kettles and microwaves) are not permitted.
First aid is available by contacting any member of UK PonyCon or venue staff. If you have an accident, whether or not anyone is injured as a result, please report it immediately to a member of UK PonyCon or venue staff.
In the event of a fire or fire alarm, leave calmly but quickly by the nearest emergency exit, following any instructions from members of UK PonyCon or venue staff. Do not stop to collect any of your belongings or goods.
Non-attendance
Please let us know if you can’t attend at the earliest possible date - this allows us to fill your space with someone on our waiting list. Please be aware the less notice you give, the less likely it will be for us to find someone to fill in for you.
If you notify us by 31st August 2026 that you will not attend, we will refund your stall ticket. If you do not attend and do not notify us by this date, we will not refund your ticket unless there are extenuating circumstances.
Exclusion
UK PonyCon reserves the right to exclude stallholders for not complying with this policy.
Postponement due to Covid-19 restrictions
If the event is postponed due to Covid-19 related restrictions UK PonyCon shall in no way be held responsible for any expenditure, loss, damage or liability sustained or incurred by the Stallholder prior to the postponement. Bookings made will automatically transfer to the new advertised dates, or you may request a refund.